Northeast ExLibris Users Group (NEUG)

Bylaws (approved 7/24/2006)

Article 1 NAME

The name of this organization shall be the Northeast ExLibris Users Group (NEUG).

Article 2 PURPOSE

The purpose of NEUG shall be to serve as a forum for sharing information and expertise in the use of ExLibris products among library and information services personnel in the Northeastern United States, and particularly the states of Maine, New Hampshire, Vermont, Massachusetts, Connecticut, and Rhode Island, and the eastern provinces and territories of Canada, as well as other interested ExLibris customers.

Article 3 MEETINGS

There shall be at least one NEUG business meeting annually, to be held at the NEUG conference. Additional meetings shall be held in response to interest and needs of the group.

Article 4 MEMBERSHIP

NEUG membership shall be automatic to any individual working in a Northeastern region institution utilizing any EISI software product. Members outside the region may join, provided they are not affiliated with another regional users’ group. Individuals employed by any Northeastern region institution using an EISI product are eligible for membership, to serve as NEUG officers, to serve on NEUG committees, attend NEUG meetings and training events, and the like.

Article 5 VOTING

Voting is performed by members present at a NEUG meeting. Any proposition shall be carried if it is approved by a simple majority of all votes counted.

Article 6 DUES

There are no dues for membership in NEUG. Registration fees for events will cover all meeting costs, including actual expenses and any reserve deemed necessary by the officers.

Article 7 OFFICERS

The officers of the Group shall be a Chairperson, a Chairperson-elect, a Secretary-Treasurer, and an Immediate Past-Chairperson. If a checking account is needed, all officers are signatories on the Group’s checking account.

• The Chairperson shall be responsible for the management of the Group and shall call meetings of the officers and others as necessary to take care of business and plan and arrange the meetings of the Group.
• The Chairperson-elect shall serve in the absence of the Chairperson and shall assist the Chairperson in his/her duties. The Chairperson-elect shall also serve as parliamentarian for the Group. The Chairperson-elect assumes the role of Chairperson at the start of the second year.
• The Past-Chairperson shall serve as an advisor to the Chairperson and the other officers, ensuring continuity for the Group, particularly in the planning of the annual meeting.
• The Secretary-Treasurer shall be responsible for the financial accounts of the Group and maintain the records of the Group. Specific duties shall include: keeping minutes of membership meetings, producing and delivering written treasurer’s reports at membership meetings, and coordinating registration activities.

Article 8 ELECTIONS AND TERMS OF OFFICE

• Elections shall be conducted annually at the business meeting by a simple majority vote of members present. The Officers shall present candidate(s) to the membership with further nominations open from the floor with the consent of the nominee.
• The Chairperson-elect shall be elected every year. The Chairperson-elect shall serve one year as Chairperson-elect, one year as Chairperson, and one year as Past-Chairperson. The Secretary-Treasurer shall be elected in even-numbered years for a two-year term.
• Should the Chairperson-elect or Secretary-Treasurer be unable to fulfill the obligations of his/her term, the Chairperson shall name an individual to assume the responsibilities for the unexpired portion of the term subject to confirmation at the next membership meeting. Should the Chairperson be unable to fulfill the obligations of his/her term, the Chairperson-elect shall take over his/her responsibilities.
• Officers are eligible to serve only as long as they are employed by an EISI customer institution.

Article 9 COMMITTEES AND OTHER APPOINTMENTS

The Chairperson shall establish committees and/or appoint individuals as necessary to assist with other duties of the organization including, but not limited to, website and list maintenance, local arrangements, training event coordination, and meeting facilitation. In addition, the Chairperson shall be responsive to suggestions from members to form special interest committees.

Article 10 COMPENSATION

There shall be no monetary compensation for any officer of NEUG for duties performed. However, registration fees for the NEUG annual meeting will be waived for current officers.

Article 11 AMENDMENTS

Proposed amendments to the Bylaws must be submitted in writing to the Secretary-Treasurer and posted to the NEUG website one month in advance of the annual NEUG meeting. The proposed amendments must be approved by at least two-thirds of those attending the meeting at which the proposed amendments are discussed.

Article 12 PARLIAMENTARY AUTHORITY

The parliamentary authority for NEUG is the latest edition of Robert’s Rules of Order.